Operations Analyst

Through Local Action, the GRP Hub seeks to contribute to peace and development, achieving a visible impact on communities and improving lives by delivering integrated solutions that harness global expertise and partnerships.

Duties and Responsibilities

Reporting to the Global Lead, Local Action, the Operations Analyst is responsible for delivering financial, administrative and operational advice and support to ensure the successful execution of the Local Action team’s responsibilities and deliverables. Key areas of responsibility include: (i) Efficient budget and operations management, ensuring ICF compliance and effective management of Local Action resources; (ii) Implementation of streamlined operational strategies to support project planning and execution; and (iii) Facilitating data management, knowledge building and sharing. 

The Operations Analyst will uphold a client-oriented approach, while adhering to UNDP policies, rules and regulations. This is a home-based position, with daily collaboration expected with the Local Action team in New York.

A detailed breakdown of Operations Analyst’s functions is outlined below.

Ensure efficient budget and operations management: 

• Ensure timely approval of project budgets in ERP based on valid supporting documents, proper use of accounts and accurate F&A setup.
• Contribute to corporate exercise of projections on resource mobilization, delivery and GMS revenue targets.
• In liaison with GPN Operations, BMS, GSSC, and legal support office, follow up to clear contribution agreements.
• Contribute to managing resources and utilizing budget, applying guidelines through rigorous monitoring tools.
• Monitor financial/budget data including seed funding expenditures, identify issues and signal to the Team Lead potential risks.
• Provide advisory support to Local Action team members on budget and financial management.
• Implement budget and project award revisions.
• Draft formal authorization letters for financial commitments, creates requisitions and receipts.
• Support to effective quarter-end and year-end closures.
• Manage financial reporting to donors by providing financial statements in line with institutional reporting requirements, as needed.
• Follow up to ensure timely operational and financial project closure in line with UNDP’s rules and regulations.
• Conduct exceptions/compliance reviews on the use of the project budget. Mitigate risks, identify issues and recommend solutions and system improvements.
• Compile information and documentation for project audits and evaluations, including follow-up/support to the implementation of recommendations.

Ensure Implementation of operational strategies to support project planning and execution:

• Compile and summarize information and data for the formulation of project work plans, draft annual/quarterly budgets, proposals on implementation arrangements and other project related issues.
• Carry out budget and operations management in full compliance with UNDP rules and regulations.
• Implement corporate operational strategies, including contribution to the establishment of management targets and monitoring of achievement of results.
• Provide administrative and logistical support to ensure successful project delivery that includes organizing/ coordinating project events, coordinating project procurement procedures for individual consultants and contractors for goods and services, supporting recruiting, maintaining project records and files.
• Processes official mission travel requests, ensuring timely follow-up on medical and security clearance, claims, and approvals as necessary, and monitors selected travel-related payments, collaborating with relevant operation divisions and field staff, as needed.
• Interface with the GRP Hub Engine Room, GPN Operations and BMS on service provision, as necessary, for transactional support.
• Support mainstreaming gender equality in the project implementation, including in data collection and analysis.
• Continuously improve processes, contributing to the business processes mapping and establishment of internal standard operating procedures in budget, costing and resources management, procurement, and logistical services in compliance with UNDP internal control framework.

Facilitate staff on-boarding, data management and knowledge building and sharing:

• Act as focal point for the on-boarding of new staff, ensuring staff are provided with all office tools to facilitate rapid start-up of their work.
• Ensure timely information is provided to all project partners on the appropriate administrative, logistical and financial business processes, including through developing background notes outlining the different processes, rules and procedures to follow by project partners.
• Act as the first entry point for the interpretation of all operational matters with Local Action team members. Keep team members abreast of latest corporate policy, procedures, and regulations.
• Follow the established records-keeping systems and procedures, including maintaining filing systems and archives, and supports updating project/programme related documentation.
• Identify, synthesize and document best practices and lessons learned that are generated from the project and implementing partners

Required Skills and Experience:

Minimum education requirements:       

• Advanced university degree (master’s degree or equivalent) in Business Administration, Economics, or related field is required. OR
• A first-level university degree (bachelor’s degree) in the areas stated above, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Minimum years of relevant work experience:        

• Applicants with a master’s degree (or equivalent) in a relevant field of study are not required to have professional work experience.
• Applicants with a bachelor’s degree (or equivalent) are required to have a minimum of two (2) years of relevant professional experience at the national and/or international level in operations management for development programmes or projects.

Required skills:                

• Proficiency in IT software packages (MS Word, Excel, etc.), as well as web-based management systems.
• Previous working experience with the UN system is a strong asset.
• Experience in using UNDP ERP platform and UNAll Service Management Platform is desired.
• Proven ability to collaborate effectively with teams across various locations and time zones in a remote working environment is an asset.

Required languages:     

• Fluency in English is required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/23890